Performance Measurement Data Validation and Verification

Each agency is required by the Government Performance and Results Act of 1993 (GPRA) and the Reports Consolidation Act of 2000 to certify the completeness and reliability of performance data and describe the method used to verify and validate this data. GSA accomplishes this requirement through the use of a survey.

The survey is issued to the Services and major Staff Offices on a rotating schedule. The survey is designed to ensure that each office has the proper procedures and processes in place to verify the validity and accuracy of the corresponding performance measurement data. A review of this method was conducted by the Office of Inspector General (OIG). The OIG found that GSA’s system of internal controls over the performance measurement data was effective.

The survey focuses on seven specific areas:

• Validity – the extent to which the data adequately represents actual performance.
• Completeness – the extent to which enough of the data is collected from a sufficient portion of the target population.
• Consistency – the extent to which data is collected using the same procedures and definition across collectors and times.
• Accuracy – the extent to which data is free from significant error.
• Timeliness – whether data about performance is available when needed to improve program management and to report to Congress.
• Ease of Use – measures how easily information is obtainable.
• Independent Evaluations – were also reviewed to determine the accountability of the program.

GSA major systems are certified and accredited. Most data originates from one of the major systems. Reviews are conducted for the manually inputted data to identify any inconsistencies in the data. External data sources are reputable and backup data records are available. Periodic quality assurance reviews are conducted to ensure accuracy. Each organization has its own approach to checking for accuracy. The Federal Acquisition Service (FAS) has established Performance Management teams in addition to planning champions that check for accuracy. The Public Buildings Service (PBS) has national and regional points of contact that ensure the accuracy of the data. The Staff Offices have Regional and internal staff reviewing to check for accuracy. All performance data is available for viewing by all GSA associates in the Performance Measurement Tool (PMT), an Agency-wide used tool that displays all performance measures. This tool provides targets and results and is updated monthly, quarterly, and/or annually.

GSA uses a broad range of performance goals and measures. The data and the means to verify and validate the measures are also diverse. A general discussion of the verification and validation of each of those sources follows.

Controls and Procedures

GSA’s performance measurement data can be divided into five types. The controls and procedures used to validate and verify each type are outlined below.

1. FINANCIAL DATA: During the FY 2007 financial statement audit, various tests and reviews of the core accounting system and internal controls were conducted as required by the Chief Financial Officers (CFO) Act. GSA’s primary financial system is PEGASYS. This is GSA’s official accounting system and is a reliable, highly stable system that processes over 40 million transactions a year. It also serves as the primary system for other feeder systems used throughout GSA.
2. DATA FROM LARGE COMPUTER SYSTEMS: GSA has undertaken an extensive process of systems certification to ensure that its computer systems operate as intended. Data quality is maintained through ongoing training. The Federal Procurement Data System (FPDS) and the System for Tracking and Administering Real Property (STAR) are the major large computer systems.
3. DATA FROM MANUAL OR SMALL FEEDER COMPUTER SYSTEMS: For these systems, GSA stresses confirmation that more than one person is responsible for data and written policy and procedures. There are a variety of manual and feeder systems such as: Transportation Accounts Receivable and Payable Systems; Requisitioning, Ordering, and Documentation System (ROADS); Sales Automation System (SASy); Rent Estimate (RentEst); Telecommunications Ordering and Pricing System (TOPS); Office of IT Integration Management Information System (OMIS); Tracking and Ordering System (TOS); IT Solutions Shop/Integrated Task Order Management System (ITSS/ITOMS): and Commercial Acquisition and Supply Operating and Management Information System (FSS-19).
4. BENCHMARK DATA FROM EXTERNAL SOURCES: GSA uses external data as a benchmark for those activities that are similar to the private sector. Highly reputable sources of data are used as industry benchmarks such as: the Gallup Organization, Building Owners and Managers Association (BOMA), Society of Industrial and Office Realtors (SIOR), and Logistics Management Institute (LMI).
5. DATA OBTAINED UNDER CONTRACT: Highly reputable outside polling firms are often contracted to develop customer satisfaction or other survey data. GSA’s contract provisions require that sound business practices be followed and GSA follows up to ensure confidence in the results. The Gallup Organization is most often used because there is every assurance that the customer satisfaction information is credible, verifiable, and valid.

In accordance with the approved cycle, a second round of reviews has now been conducted for all Service and Staff Offices. Surveys have found that the controls are adequate to ensure the validity of the performance measurement data. Accuracy and reliability are determined through review of the underlying systems and procedures.

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